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QuipWare
Serialized
Physical Inventory Process
V2.06_SP806.3
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Part I – Introduction & Overview
1. Overview of QW Serialized Physical Inventory
2. Terminology of QW Serialized Physical Inventory
Part II – Preparing for Physical Inventory 1. OE – Document Not Delivered report
2. OE – Lines In Progress report
3. PE – Stock Status 2 report
4. Repair Process in Inventory
5. PE – Stock Status 2 report for after repair
6. Consider GL Adjustment for changes to on hand stock after repair (OR include those changes in the variance at the end)
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Part III – Serialized Physical Inventory Process 1. Setup Serialized Physical Inventory
2. Freeze Inventory
3. Print Count 1 and Distribute To Counters
4. Count Stock and Write Quantities On The Count Sheet
5. Key Quantity
6. Print IC – Physical Inv 2nd Count report if needed and Distribute To Counters
7. Key Quantity
8. Print IC – Physical Inv. 3rd Count report if needed and Distribute To Counters
9. Key Quantity
10. Additional Tools
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Part IV – Completing Physical Inventory 1. IC – Physical Inv. Sheet with Variance report
2. Post the Physical Inventory
3. Update Status of any Added Serialized Records
4. Make General Ledger Adjustments
5. Viewing the Results
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Part I
Introduction & Overview 1. Overview of QW Serialized Physical Inventory
2. Terminology of QW Serialized Physical Inventory
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1. Overview of Serialized Physical Inventory Process
Prepare
1. OE-Document Not Delivered
report
a. Set deliveries complete
2. OE-Lines In Progress report
a. Clean up in progress lines
3. PE-Stock Status 2 report
a. Review GL accounts
Physical Inventory
1. Setup physical inventory
2. Repair to correct differences
between on-hand and equipment
3. Run new Stock status report for
comparison to previous
4. Freeze inventory
5. Print Count 1 and distribute to
counters
6. Count stock and write Qtys on the
count sheet
7. Key Qty
8. Print IC – Physical Inv 2nd Count
report if needed and distribute count
sheets
9. Key Qty
10. Print IC – Physical Inv. 3rd Count
report if needed and distribute count
sheets
11. Key Qty
Completing Physical Inventory
1. IC-Physical Inv with Variance
report
2. Post physical inventory
3. Update status of serialized
records
4. Make GL Adjustments
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2. Terminology of QW Serialized Physical Inventory • Inventory Freeze – QuipWare will store, or “freeze”, what the On Hand Qty is at the point in time you
freeze the inventory. This allows a “business as usual” process in QuipWare. You will need to track, (using a card in each bin), any sales/receipts during the count process.
• Repair – QuipWare will compare on hand parts quantities with the sum of equipment records available and adjust on hands to match the equipment record counts.
• Unmanaged Parts – A non-stocking part that you do not track calls and demands on.
• Managed Parts – A stocking part that you track calls and demands on.
• Inactive Part – A part with no calls and demands and no on hand qty within your set parameters in the Inventory Control program or manually set as inactive in the QW Product file.
• Parameter - Any of the set of values you select that determine that outcome of the results of a report. For example, which Department or Manufacturer you select before running the report is a “parameter”.
• Equipment record – Serialized parts are tracked in the “QW Equipment” application in QuipWare and are sometimes referred to as “equipment records”.
• “Add – Physical” – A serialized record added during a physical inventory will have a status of “Add – Physical” in the equipment record.
• “Del – Physical” – A serialized record removed due to a physical inventory will have a status of “Del – Physical” in the equipment record.
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Part II Preparing for Physical Inventory
1. OE – Document Not Delivered report
2. OE – Lines In Progress report
3. PE – Stock Status 2 report
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Preparing for Physical Inventory: Step 1
Run the OE-Document Not Delivered Report
and set Delivery Documents Complete
OE – Document Not Delivered report
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All standard QuipWare reports display under the tab titled “All Reports”. They are sorted alphabetically.
To find the OE-Lines In Progress report:
1.Type the first few letters in the “Filter” field; or,
2.Scroll down using the scrollbar on the right side of the screen.
QuipWare Gateway
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Once you have found the OE-Document Not Delivered report, double click on the report title itself.
All Reports pane of QuipWare Gateway
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The parameter detail window is displayed.
1. Column 1 = Name: This is the name of the parameter
2. Column 2 = Value: This is where the default parameter displays or you can make your value selection
3. Column 3: This column should be empty.
4. Window: A description of each parameter is listed in this window.
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Gateway report parameter window
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After you have selected all the parameter values, print the report by selecting <Print>.
Gateway report parameter window
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This OE-Document Not Delivered report was run by using the default parameters. The
purpose of setting of all Delivery documents complete is because the Physical
Inventory process does not count allocated quantities as On Hand quantity.
Caution: If you do not do this step, you need to add these quantities into your counts.
OE-Document Not Delivered report
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Preparing for Physical Inventory: Step 2
Run the OE-Lines In Progress Report
and clean up documents with allocated lines
OE-Lines In Progress report
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Once you have found the OE-Lines In Progress report, double click on the report title itself.
All Reports pane of QuipWare Gateway
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The parameter detail window is displayed.
1. Column 1 = Name: This is the name of the parameter
2. Column 2 = Value: This is where the default parameter displays or you can make your value selection
3. Column 3: This column should be empty.
4. Window: A description of each parameter is listed in this window.
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Gateway report parameter window
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After you have selected all the parameter values, print the report by selecting <Print>.
Gateway report parameter window
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This OE-Lines In Progress report was run by using the default parameters. The purpose of running this report before doing a Physical Inventory is that there may be documents in your system where a user has allocated inventory but has not made a decision with the Order.
The Physical Inventory process does not include allocated Qty’s in the On Hand Qty’s.
We recommend reviewing your In Progress lines prior to Physical Inventory.
OE-Lines In Progress report
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Preparing for Physical Inventory: Step 3
Run the PE-Stock Status 2 Report
The purpose of running the PE-Stock Status 2 report:
1. To look at your inventory prior to freezing.
2. To review General Ledger accounts before doing the physical
inventory.
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Once you have found the PE-Stock Status 2 report, double click on the report title itself.
All Reports pane of QuipWare Gateway
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The parameter detail window is displayed. This window is where you will make your parameter selections.
1. Column 1 = Name: This is the name of the parameter
2. Column 2 = Value: This is where you will make your value selection
3. Column 3: Should be empty.
4. Window: A description of each parameter is listed in this window.
The recommended parameter for the PE – Stock Status 2 report follow…
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QuipWare Gateway report parameter window
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After you have selected all the parameter values recommend:
Print the report by selecting <Print>
QuipWare Gateway report parameter window
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Parameter recommendations for the PE-Stock Status 2 report:
• Grouping: Your selection will depend on how your GL is structured for your Parts inventory (Branch, Department, Bin, Manufacturer)
• Detail: Select “Group Summary”
• Product Type: Select “1.0 (Parts)”
• Stock Type: Select “Warehouse Only”, (this should match your PI setup, therefore run Van stock separately as well).
• On Hand: Select “All”
• ExcelMode: Select your preference
• Protected: Select “All”
• Managed: Select “All”
• Returnable Parts: Select “All”
• Inactive: Select “All”
• Page Break: Select your preference
• Branch Start & End: If this is an all-branch inventory, run for all branches and in Grouping parameter select “Branch” (above). If this is a one-branch inventory, enter specific branch id in the Branch Start & Branch End parameters.
• Department Start & End: For all Departments enter “0” thru “~~~~”. However, if you are just doing Inventory in your parts department warehouse for the physical inventory, match the Dept in this parameter.
• Bin Start & End: Match the physical inventory bin selections.
• Period Start & End: For calls/demands. This does not matter for this purpose of using the Stock Status.
• Company: Your company id in QuipWare. This is usually 0001 if you are not setup as a multi-company.
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Part III Physical Inventory Process
1. Setup physical inventory
2. Initiate the Repair function
3. Re-run PE-Stock Status report to compare before and after Repair
4. Freeze inventory
5. Print Count Sheets 1 and distribute to counters
6. Count inventory and write Qtys on the count sheet
7. Key Qty
8. Print IC – Physical Inv 2nd Count report if needed and distribute to counters
9. Key Qty
10. Print IC – Physical Inv. 3rd Count report if needed and distribute to counters
11. Key Qty
12. Additional Tools
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Physical Inventory Process: Step 1
Setup Physical Inventory
To access the QuipWare Physical Inventory program:
1. Select “QW Batch” in the Setup menu
2. Select the “Inventory” tab on the vertical toolbar
3. Select the “Setup” icon
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Applications pane of QuipWare Gateway
QW Batch menu
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1. Designate how many pages for entire count sheet.
2. Designate total number of lines for each count sheet (use 40 with US letter format). As a special note, serialized parts will take up two lines on the count sheet.
3. Select price to use for extended dollar variance.
4. Select if you want Cost to print on the count sheet.
5. Always select this checkbox to display the Physical Inventory QW Inquiry > History.
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QW Batch > Inventory > Setup screen
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Select the Inventory icon on the vertical toolbar.
The top windows are for designating what you want to freeze.
1. Branches: Select one, many, or all branches.
2. Dept: Usually Parts but according to your organization.
3. Manufacturer: If this is a full inventory, select “All”
4. Stock: Type of stock to include (do vans separately).
5. Product: Type of product to include = Parts.
Physical Inventory Process: Step 2
Freeze Inventory
QW Batch > Inventory > Inventory screen
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The first column is for drilling down that selection:
1. Freeze: Select to freeze On Hand quantities.
2. Qty = 0: Select to verify these Qty’s
3. Lock stock: unavailable today
4. Recalculate Class: Future development
5. Unmanaged parts: Normally no. The stock order process will make parts unmanaged.
6. Final Inventory: Will disable range selections on right.
7. Serialized Parts: Select to include your serialized parts.
8. Automatic Cycle Inventory: Not available
9. # Maximum: Not available
10. Exclude: To exclude a specific $ amt >/=
1 - 10
QW Batch > Inventory > Inventory screen
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The bottom right side of the screen is for designating how you want the count sheet to print:
1. Request by Bin: No other choice for the final inventory.
2. Bin: Able to enter a bin From & Thru id
3. ID: Will be calculated using Counter ID 400 in Setups
4. Print Detail: Count sheets will print automatically. If you do not select this checkbox, you can print in next step manually.
5. Breakdown: Leave blank.
6. Sorted: Select Bin and Product.
7. Select <OK> and then <Exit>. You are done with step 2. Proceed to step 3.
QW Batch > Inventory > Inventory screen
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However, if you have any discrepancies between the equipment records and the part stock records, this dialog displays.
If you did not get this message, proceed to Step 3.
If you receive this dialog, this must be resolved before doing a Serialized Physical Inventory.
Select <OK> to close the dialog and select <Repair>.
QW Batch > Inventory > Inventory screen
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The “Equipment Count
Discrepancies”
window displays so
you can resolve these
counts directly in the
Physical Inventory
program.
Select <Yes> to
update the quantity in
stock to the number of
models that are in
your inventory.
QW Batch > Inventory > Inventory screen
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You will then receive a confirmation message that the discrepancies have been resolved.
Select <OK>
QW Batch > Inventory > Inventory screen
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Rerun the PE - Stock Status 2 report to get the new starting values.
This value must be considered in the Variance at the end – either:
a) Create GL entries to account for this change in the parts inventory at
this time,
Or
b) Retain the before and after and include those values in the variance
at the end of posting.
The changes after Repair represent a change in the physical – physical adjustments
usually require GL entries to account for those changes
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You are then returned to the Inventory screen.
You now are finished resolving any stock discrepancies.
Select <Exit> and proceed to step 3.
QW Batch > Inventory > Inventory screen
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Select the Print sheet
icon on the toolbar.
1. Select the Branch &
Dept for the count
sheets to be printed
2. Select the inventory
to print by checking
the box
3. Select the sheets to
print by checking the
box(es).
4. Select <Print> and
distribute count
sheets to counters.
Physical Inventory Process: Step 3
Print Count 1 Sheets & Distribute
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QW Batch > Inventory > Print Sheet screen
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1. Bin Location 4. Sheet Id: Count sheet id within Physical Inventory
2. Counted by: Counter name 5. Qty Counted: Counter enter items counted in location
3. Inventory id: Id of this Physical Inventory 6. Page: Page number within Count Sheet
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Physical Inventory Process: Step 4
Count stock and write Qtys on Count 1 Sheets
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Count sheet 1
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Select the Counting icon on the vertical toolbar.
To find Count:
1. Enter the Inventory ID from the Count Sheet in the “Inventory doc” field.
2. Select the correct Branch & Dept
3. Select <Find>
Physical Inventory Process: Step 5
Key Quantities Counted from Count 1
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QW Batch > Inventory > Counting screen
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1. Product Id: Able to search for part number in conjunction with <Find>
2. With stock: Displays stock & any variances (recommended)
3. Variances Only: Will display only the parts you have variances on.
4. Auto Tab: If checked will not have to arrow over to next pg.
5. Blue lines: Serialized inventory. Scrolling to the right will display the serial number and equipment id.
QW Batch > Inventory > Counting screen
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1. Product ID: Option
to search for part
number in
conjunction with
<Find>
2. Data entry: Enter
name of person who
is keying count (free
text field)
3. Counter: Enter
name of person who
counted parts (free
text field)
4. Minimum Price:
Option to display
parts with a
minimum price.
QW Batch > Inventory > Counting screen
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1. Key quantities from the Count Sheets in Column 1, which represents “count 1”.
2. Any variance from the Quantity on Hand to the quantity counted will display in the Variance column. You will be prompted to recount those items when Count 1 is complete.
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QW Batch > Inventory > Counting screen
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1. Use the arrow over
function to toggle
to each page in
Count 1 (column1)
to finish keying
quantities counted.
2. When you tab out
of the last field of
the last page, and
all fields in
column/count 1
have a qty entered
you can click the
<Validate> button.
3. If all counts have
been entered the
Validate button will
change to the
Close button Then
the <Close> button
will appear.
4. Select <Close> to
close Count 1.
QW Batch > Inventory > Counting screen
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Print the IC – Physical Inv 1st Count report if needed. This report displays all parts with a
variances between the On Hand quantity and the quantities counted and keyed in
Count 1. It is used to verify that the data entry people keyed the correct quantities
and to ensure an accurate Physical Inventory by your counters.
Physical Inventory Process: Step 6
Print IC – Physical Inv 2nd Count report
Count sheet 2
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1. To run the IC – Physical Inv 2nd Count report select the QW Report program in the Setup menu.
2. Special Note: The Inventory Control reports must be run from QW Report program instead of the Gateway All Reports pane until they are upgraded for Gateway.
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Applications pane of QW Gateway
All Reports pane of QW Gateway
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Click in each Value field to enter
the following values:
cpy_id – enter the company ID
– for one company usually
0001. If you have multiple
companies, see your system
administrator to get the correct
company ID
pih_doc_id – enter the
Physical inventory Document
ID. This ID appears at the top
of the count sheets and is the
ID keyed when the counts are
entered
bra_id - click on the button in
the Value field
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In the New Choices box, enter
the branch ID and click Add to
move the branch ID to Selected
Values.
Click on OK
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Click in each Value field to enter
the following values:
pip.pip_sheet – leave the
default 0.0 if you are reprinting
all sheets. To reprint a specific
sheet, click on the button (just
like you did for branch) and
enter the sheet or sheets in the
New Choices box and click Add.
Amount – This field allows you
to enter a minimum dollar value
of part variance you wish to
recount.
With Cost – Click on the arrow
to select printing with cost or
without cost.
Click Preview to display the report
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Distribute 2nd Count Sheets to counters to verify the variances.
Count sheet 2
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1. Check the “Variances Only” checkbox to display only the variances between Count 1 & Count 2.
2. Entering the quantities counted in column 2.
3. You must toggle through all pages and enter a value in all fields in column 2.
4. When there is a value in all fields, select <Validate>. If all are entered, the <Close> button will appear. Click <Close> to close Count 2.
Physical Inventory Process: Step 7
Key Quantities Counted from Count 2
QW Batch > Inventory > Counting screen
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3 4
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You will only need to
print the IC – Physical
Inv 3rd Count report and
key quantities counted
after that, if there were
variances between
Count 1 and Count 2.
See steps 6 and 7 for
directions in completing
a Count 3.
If there were not
variances between
Count 1 & Count 2,
proceed to Step 10 to
view additional tools.
Physical Inventory Process: Step 8 & 9
Print IC – Physical Inv 3rd Count report &
Key Quantities Counted
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A blank page prints at the end of each of the counters Count Sheets for them to hand write any
found parts.
The data entry users can then add the new parts directly in the Counting screen.
Special Note: If there are any serialized records that are added, the “Status” in the Equipment file
will need to be updated during Part IV of the Physical Inventory process.
Physical Inventory Process: Item 10
Additional Tools – Add In’s
11C33 VOL AB17827 Bolt 5
Blank sheet at the end of each count sheet
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1. Right Click to add a
new part
2. You can key part ID,
Bin and qty
3. If it is a new part, it can
be created. 1
3
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QW Batch > Inventory > Counting screen
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Additional Tools – Delete an Inventory Document
Select the Print sheet
icon on the toolbar.
1. You can delete an
inventory by selecting
on the line you wish
to delete.
2. Then select the “X”
icon on the horizontal
toolbar at the top of
the screen.
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QW Batch > Inventory > Print Sheet screen
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• If after keying all the quantities in a Count, the <Close> button is not visible, You
need to click the <Validate> button first. Once you click it Validate, if all counts have
been entered the <Validate> button will change to the Close button and the user will
then be able to close that Sheet. If all counts have not been entered the user will
receive the user will receive the message box indicating, “Not Ready to Close”.
You can run the IC-Physical Inv Parts Not Counted report to find the field without a value in it instead of tabbing through every field of every page. The report will display the Product Id that is missing a value in the Count column.
Additional Tools – IC-Physical Inv Parts Not Counted
report (if the Close button is not there)
IC – Physical Inv Parts Not Counted report
Count screen
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You can quickly find
that Product Id
within the
Inventory by:
1. Entering the part
number in the
“Product id” field
2. Select <Find>
3. Once all fields
have a qty entered
in the fields, you
need to click the
<Validate> button
so the <Close>
button will appear.
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QW Batch > Inventory > Counting screen
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Part IV Completing Physical Inventory
1. IC – Physical Inv. Sheet with Variance report
2. Post the Physical Inventory
3. Update status of any added serialized records
4. Make General Ledger Adjustment
5. Viewing the Results
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Completing Physical Inventory: Step 1 Print IC-Physical Inv Sheet with Variance report
1. To run the IC – Physical Inv Sheet with Variance report select the QW Report program in the Setup menu.
2. Special Note: The Inventory Control reports must be run from QW Report program instead of All Reports Gateway pane until they are upgraded for Gateway.
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Applications pane of QW Gateway All Reports pane of QW Gateway
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Run the report IC - Physical Inv.
Sheet with Variance calculation
cpy_id – enter the company ID
– for one company usually
0001. If you have multiple
companies, see your system
administrator to get the correct
company ID
pih_doc_id – enter the
Physical inventory Document
ID. This ID appears at the top
of the count sheets and is the
ID keyed when the counts are
entered
bra_id - click on the button in
the Value field and enter the
branch as you did for the
recount reports.
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Run the report IC - Physical Inv.
Sheet with Variance calculation
pip_sheet – leave default of 0.0
to print variance for all sheets.
analytic – If your GL account
for Parts Inventory uses the
Manufacturer code as an
analytic, you should select
Manufacturer analytic code to
provide information to the
accounting department in the
grouping required for GL
adjustments
60 IC-Physical Inv Variance Before Posting report
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Select the “Posting” icon on the vertical toolbar.
1. Select the Inventory to post by checking the box.
2. Select <Post>
3. The Status will update from “Closed” to “Posted”.
Completing Physical Inventory: Step 2
Post the Physical Inventory
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QW Batch > Inventory > Posting screen
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This step needs to be
completed if there were any
“Add-In’s” that were serialized
records (see Part IV, Step 10).
The “Status” field in the
serialized record must be
updated after adding a
serialized record via the
Physical Inventory.
Select QW Equipment from the
QuipWare menu.
Completing Physical Inventory: Step 3
Update Status of Any Added Serialized Records
Applications pane of QW Gateway
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Select the
‘binocular’
icon to display
the search
screen.
QW Equipment
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1. Select the status
of “Add-Physical”
(added due to a
physical
inventory.
2. Select <Find>
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QW Equipment > search results screen
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1. Any serialized record that was added during the physical inventory, now has a status in the equipment file of ‘Add – Physical”.
2. Click on the line to open the serialized record and update the Status field. As an additional note: you
can see from this view that
any serialized record removed
during inventory now has a
status of “Del – Physical”
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QW Equipment > search results screen
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The “Status” field
in these serialized
records must be
changed to
available to sale or
rent. Select <OK>
to save your
changes.
QW Equipment > equipment record
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The adjustments
can be made
from the
Variance
reports.
Reminder, if an
adjustment was
not made to
account for
changes after
repair, those
values must be
considered as
well. Add those
values to the
variance sheet.
Completing Physical Inventory: Step 4 Make General Ledger Adjustments
IC-Physical Inv Variance Before Posting report
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Select the QW Inquiry
program from list of
QuipWare applications
Completing Physical Inventory: Step 5
Viewing the Results
Applications pane of QW Gateway
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1. Select the
“Products” icon.
2. Enter a product id
which had a
variance during the
physical inventory &
select <Find>
3. Select the “History”
tab
4. Any variance
recorded due to the
physical inventory is
displayed in the
history tab.
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3
4
QW Inquiry > Products > History tab
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In addition, you can view the physical inventory in the following location:
1. Select the “Stock” tab
2. Double-click on the bin location
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QW Inquiry > Products > Stock tab
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This section
displays the
physical
inventory you
just completed
as well as any
variances during
the physical
inventory.
Congratulations
on completing
your serialized
physical
inventory.
QW Inquiry > Products > Stock tab > Bin Location sub-screen
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QuipWare
Serialized
Physical Inventory Process
The End